SOW Provisions and Clauses - Grounds Maintenance 450GG and COA.pdf

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Version 1.0

Golden Gate Field Office Recurring Grounds Maintenance Services SOW and Solicitation Provisions April 2022

LOCATION(S): Region 9

• Phillip Burton Federal Building, 450 Golden Gate Ave, San Francisco, CA 94102-3661

• Court Of Appeals/James R. Browning Courthouse 95 Seventh Street. San Francisco, CA 94103

PERIOD OF PERFORMANCE: Base Year 7/1/2022 – 6/30/2023 First Option 7/1/2023 – 6/30/2024 Second Option 7/1/2024 – 6/30/2025 Third Option 7/1/2025 – 6/30/2026

SOLICITATION ISSUE DATE: 4/28/2022

SITE WALK DATE/TIME: 5/17/2022, 10am, meet at the flag pole just outside the

South entrance to 450 Golden Gate Ave, San Francisco, CA 94102-3661.

QUESTIONS DEADLINE: 5/20/2022

OFFER RECEIPT DATE/TIME: 5/31/2022, 12:00PM to Jackie.peters@gsa.gov

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TABLE OF CONTENTS

Table of Contents A. Solicitation/Contract Form

A.1 Standard Forms:

B. Services, Ordering and Prices

B.1 Description of Services:

C. Description/Specifications/Statement of Work

C.1 Objectives and Scope

C.1.1 The Contractor Shall

C.1.2 Grounds maintenance Hours

C.1.3 Sustainable Grounds Maintenance

C.1.4 Grounds Maintenance Protection and Damage

C.2 Interior Plants

C.3 Plant Replacements……………………………………………………………………. 9

C.4 Grounds Maintenance

C.4.1 Landscape Erosion Management

C.4.2 Grounds Maintenance Services

C.4.3 Composting

C.4.4 Trees and Shrubs

C.4.5 Mulching

C.4.6 Mowing and Edging

C.4.7 Leaf Removal

C.4.8 Overseeding, Dethatching and Plugging

C.4.9 Fertilization

C.4.10 Flowerbeds and Plants

C.4.11 Soil and Ground Covers

C.4.12 Fence Lines

C.4.13 Weeds

C.4.14 Irrigation

C.4.15 Watering

C.4.16 Integrated Pest Management Plan (IPM)

C.5 Reserved

C.6 Integrated Pest Management

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C.6.1 Preventive Pest Maintenance

C.6.2 Initial Pest Assessment

C.6.3 Recommendations for Pest Management and Control

C.6.4 General

C.6.5 Pests Included and Excluded

C.6.6 Initial Pest Assessment

C.6.7 Integrated Pest Management Plan

C.6.8 Pesticide Application

C.6.9 Structural and Procedural Recommendations

C.6.10 Record Keeping

C.6.11 Manner and Time to Conduct Service

C.6.12 Insect Control

C.6.13 Rodent Control

C.6.14 Safety and Health

C.7 Reserved

C.8 Contractor Pandemic Plan

C.9 Reserved

C.10 Service Calls

C.11 Communication

C.11.1 Communication Plan

C.11.2 Meeting Requirements

C.11.3 Joint Service Inspections

C.12 Quality Control Plan (QCP)

C.13 Maintenance Schedule

C.14 Staffing Plan

C.15 Above Standard Services

C.15.1 Reserved

C.15.2 Tree Thinning

C.15.3 Government Furnished Trees and Plants

D. Packaging and Marking

E. Inspection and Acceptance

F. Deliveries or Performance

G. Contract Administration Data

H. Special Contract Requirements

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H.1 Contractor Responsibilities

H.1.1 Standards of Conduct

H.1.2 Supervisors

H.1.3 Training

H.1.3.1 Reserved

H.1.3.2 Reserved

H.1.4 Uniforms

H.1.5 Key Control

H.1.6 Qualifications of Personnel

H.1.8 Miscellaneous Requirements

H.1.7 Protection and Damage

H.2 Strike Contingency Plan (SCP)

H.3 Occupant Emergency Plan (OEP)

H.4 Provided by The Government (Not Identified Elsewhere in the Specification) 33

H.5 Security Requirements and Personal Identity Verification Procedures (Non- Classified Contract)

H.5.1 Fitness Determinations

H.5.2 Compliance with Security Requirements

H.5.3 Identification Responsibility

H.6 Identification Credential

H.7 Escort Requirements

H.8 Removal from Contract Work

H.9 Safeguarding and Dissemination of Controlled Unclassified Information

H.10 Prohibited Telecommunications Equipment

H.11 Recording Presence

H.12 Government Forms

H.13 Other Contractors

H.14 Ordinances, Taxes, Permits and Licenses

H.15 Discrepancy in the Specifications

H.16 Federal Requirements

H.17 Grounds Change Methodology

I. Contract Clauses

J. List of Attachments (List of documents, exhibits and other attachments)

EXHIBIT J2: Quality Assurance Surveillance Program

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EXHIBIT J3: Contractor Submittals/Deliverables Chart

EXHIBIT J4: Definitions

EXHIBIT J5: Wage Determination Rate Table

K. Representations, Certifications, and Other Statements of Bidders/Offerors

L. Instructions, Conditions, and Notice to Bidders/Offeror

M. Evaluation Factors for Award

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A. SOLICITATION/CONTRACT FORM

A.1 STANDARD FORMS:

Standard Form 1449 attached separately.

B. SERVICES, ORDERING AND PRICES

B.1 DESCRIPTION OF SERVICES:

Provide labor and materials for landscaping and grounds maintenance services at 450 Golden Gate Ave, San Francisco, CA 94102 (CA0154ZZ), and COA/James R.

Browning Courthouse 95 Seventh Street. San Francisco, CA 94103 (CA0096ZZ). These specifications, along with the SF1449 are the contract. This contract will be for one base year and 3 (three) option years.

C. DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Objectives and Scope

This is a Performance Work Statement (PWS) is for grounds maintenance services with a Performance- Based Statement of Work (PBSOW) for the Region 9, Phillip Burton Federal Building, 450 Golden Gate Avenue and Court Of Appeals, 95 7th St. This PWS describes the minimum requirements of the U.S.

General Services Administration (GSA) and acceptable outcomes to be performed by the Grounds Maintenance Contractor (known from here on as Contractor). The contract consists of two major functional areas: Standard and Above Standard services. All, or part of, the successful offeror’s Proposal Package may be incorporated into the contract.

The Contractor shall closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight. Grounds maintenance services provided by the Contractor are arranged and contract administration is provided through one or more of the following entities: GSA’s Regional Office, Service Centers, Field Offices, or Local Offices. These entities represent the Facility Management organizations that have been adopted by GSA’s regional leadership.

GSA seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an effective problem-finding/problem-solving management team composed of personnel from all parties responsible for maintaining the quality of our facilities, thus creating a single culture with one set of goals and objectives. Partnering requires that all parties recognize and address those opportunities and challenges that shall be confronted to help maintain the health of the Contractor/GSA relationship. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The outcome of this initiative is for GSA to leverage Contractor expertise to assist GSA in accomplishing these goals and objectives.

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All references incorporated herein as Web sites (URLs) are accurate as of September 2020 and may be subject to change by their web publisher. Web pages are provided to the Contractor for additional clarity. A change to any Web site specified in this contract does not change or alter the contract requirements and objectives identified herein.

C.1.1 The Contractor Shall

⮚ Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, except to the extent any of the supplies may be furnished directly by the Government under the contract, and otherwise accomplish all actions necessary to or incident to, perform and provide the work efforts described in the contract. The maintenance crew shall be fully staffed, beginning the first day of work under the contract and throughout the entirety of the contract, unless authorized by the Contracting Officer (CO) or their designee.

⮚ Maximize the use of goods, products and materials that are produced in the United States.

Telecom equipment must be in compliance with the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year 2019, specifically NDAA 889. NDAA 889 requirements are explained further in Section H.10.

⮚ Ensure that their employees are properly trained, licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by Federal, State, or local laws; codes, permits or ordinances.

⮚ Be responsible to make the management and operational decisions to meet the quality performance standards required under this contract.

⮚ Implement an effective Quality Control Plan (QCP).

⮚ Implement an effective service call system that results in prompt, professional, and courteous resolution of tenant concerns.

⮚ Keep the CO or their designee informed of current status of the work being performed, provide work schedules and provide other pertinent information needed.

⮚ Reduce the environmental impacts of work performed under this contract by using environmentally sound practices, processes, and products.

⮚ Coordinate with the Contracting Officer’s Representative (COR) and tenants who have restricted access spaces.

⮚ Adhere to Architectural Barriers Act Accessibility Standards (ABAAS) requirements for all new procurements and installations related to this PWS.

C.1.2 Grounds maintenance Hours Grounds Maintenance shall take place between the hours of 6 a.m. and 6 p.m. (Region 9/ Golden Gate Field Office).

The hours shall not be changed unless authorized by the CO or their designee. The Contractor shall provide sufficient staffing and means to respond to service requests during the building(s) normal operating hours, stated on the Building Information Sheet in Exhibit J1. The performance of disruptive services, including, but not limited to, vacuuming, carpet shampooing, floor waxing, shall be scheduled with GSA and, if applicable, the tenant, for a time when the space is vacant or after normal building operating hours.

If the Contractor is unsure as to whether an activity will be disruptive, they should check with the COR before proceeding. The Contractor shall submit a grounds maintenance schedule that details when grounds maintenance will be performed, and what equipment will be used to perform the activity to the COR.

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C.1.3 Sustainable Grounds Maintenance The Contractor is required to conduct landscape/grounds maintenance services utilizing industry best practices and guiding principles to minimize the Government’s environmental footprint.

The Contractor and their personnel shall employ practices and use products and equipment that are energy-efficient, water-efficient, and minimize material resource use. Examples of such practices include:

➢ Communicating the building’s sustainability performance goals and requirements, as directed by the CO or their designee.

➢ Turning off equipment when not in use.

➢ Notifying the CO or designee of any observed water leaks.

➢ When replacing existing equipment, strive to acquire replacement equipment in the top 25% of efficiency as per the Energy Star guidelines (if applicable).

➢ Employing practices that reduce dependency on non-renewable sources of energy.

C.1.4 Grounds Maintenance Protection and Damage The Contractor shall make reasonable efforts to assist the Government to prevent hazardous conditions and property damage. To the extent that relevant conditions or activities are noted but are not associated with the Contractor's scope, the Contractor shall promptly report such conditions or activities to the CO or their designee, or to security personnel.

The Contractor shall protect Government's property, buildings, materials, equipment, supplies, records and data that are within the Contractor's control against unauthorized access, loss or damage.

The Contractor shall establish a system for on-site work force personnel to report potentially hazardous conditions in the building to the CO or their designee or other designated Government representatives, regardless of whether the condition is within the Contractor's responsibility.

The Contractor, Contractor's employees and subcontractors shall comply with the General Services Administration, Rules and Regulations Governing Public Buildings and Grounds that are posted in the building. The Contractors shall promptly report violations by employees, or as otherwise observed to the CO or their designee, or security personnel.

Refer to FAR 52.237-2, Protection of Government Buildings, Equipment and Vegetation.

C.2 Interior Plants (Government Plants) The Government will provide at both 450 Golden Gate and 95 7th Street, Government owned plants that will need to be maintained by the contractor. There are approximately one hundred fifty (150) interior plants located throughout the 2nd floor cafe (121 plants in 6-inch containers and 29 plants in 10-inch containers)/ one (1) interior plant (6-inch container) located in the main lobby of 450 Golden Gate Avenue.

There are approximately two (2) twelve (12) inch interior plants/ eight (8) six (6) inch interior plants located in two (2) separate twenty-three (23) inch planter boxes in the Court of Appeals, 95 7th St. Cafe. Plants shall be free of dust and dead leaves and properly hydrated. Fertilize, prune, and treat for infestation. Any dead or withered plants, due to the Contractor’s neglect, shall be replaced by the Contractor at no additional expense to the Government. Plants that are the personal property of tenants are excluded.

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C.3 Plant Replacements The Contractor shall be responsible for all costs associated with the replacement of all planted materials that have been damaged as a direct result of the Contractor's lack of oversight, neglect, or lack of proper care and maintenance. Preference shall be given to the use of native perennials instead of annuals and, to the maximum extent possible, plants beneficial to pollinators. Consideration shall also be given to purchasing of plants that are drought tolerant to help further reduce the use of irrigation water.

C.4 Grounds Maintenance The Contractor shall perform grounds maintenance standard services for the work items listed below.

Contractor shall use recovered organic materials for fertilizer whenever possible.

C.4.1 Landscape Erosion Management The Contractor shall employ erosion and sediment control best management practices, such as temporary and permanent seeding, mulching, earth dikes, silt fencing, sediment traps and sediment basins to correct existing erosion such as erosion typically found as the result of foot traffic killing the vegetation, steep slopes where sheet flow from storm water exceeds existing vegetation holding power, or point storm water outflow that exceeds the holding power of the vegetation covering the soil.

C.4.2 Grounds Maintenance Services Grounds maintenance in the standard services shall benefit the environment and generate cost savings to the Federal Government. The Contractor shall maintain all plants, trees, shrubs, ground covers, and lawns in a manner that prolongs life and sustains a healthy appearance. The Contractor shall seek to prevent pollution by, among other things, reducing fertilizer and pesticide use to protect the environment, using integrated pest management techniques, mulching and composting, maintaining stormwater best management practices and minimizing runoff. The Contractor shall use approaches that preserve and protect native plants and wildlife that is entrusted to the Government, and that support habitats for pollinators, including honey bees, native bees, birds, bats, and butterflies.

C.4.3 Composting The Contractor is required to compost, to the greatest extent possible, yard waste generated by the Contractor's operations. The Contractor shall not compost material on-site unless authorized by the CO or their designee. The Contractor shall utilize an approved composting facility. Where composting services are available, with the approval of the CO or their designee, the Contractor shall collect paper towels and/or food-related organic waste (such as from onsite cafeterias and wet stands) to recover and compost all possible materials. The Contractor is responsible to pay for composting services.

C.4.4 Trees and Shrubs Maintenance: Tree supports shall be kept in good condition, functioning at all times and be removed when no longer needed. All trees and shrubs shall be fully protected. Tree stakes, tree ties, and guy wire shall be of materials that are comparable to those existing on site and shall be replaced or repaired by the Contractor as needed. Supports or braces are to be repositioned as often as necessary to prevent damage to the tree or shrub trunk. Sand pans can be used for trees and shrubs to protect the plant trunk from the mower and help to avoid over watering. Keep shrubs and trees trimmed to present an attractive appearance.

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Trimming: To promote optimum efficiency and safety for all foot and vehicular traffic, trees and shrubs shall be kept trimmed to clear all roads, drives, and walking areas. Any limbs and branches touching or brushing buildings, fences, or other structures are also to be trimmed to provide clearance and free air circulation around the plant. The Contractor shall trim all shrubs and hedges to remove overgrown branches and excess growth to allow proper moisture and light. The Contractor shall be responsible for trimming the full height of the shrubs and hedges.

Pruning: Trees and shrubs shall be pruned by the Contractor to remove dead or diseased foliage or branches to help control or direct growth, increase quality, and to add structural strength to the trees and shrubs. The Contractor shall consider the environment (i.e. climate and temperature) to determine the timing of the work to be performed. The Contractor shall be responsible for pruning the full height of the trees and shrubs.

Examples of pruning include:

• Raising: Removes lower branches to provide clearance for pedestrians, buildings, etc.

• Reduction Pruning: Shortens exterior branches while preserving interior foliage

Survey: A certified grounds maintenance professional shall provide a survey of the trees, to include at a minimum species, location, height, diameter, age, life expectancy, recommendations for proper maintenance (i.e. pruning, thinning, trimming, fertilization, etc.), and/or removal/replacement, and an evaluation of their condition. This shall be completed within 30 days after the start date of the contract. The survey shall be good for the term of a 5 year contract. The evaluation shall include a plan and price list for any special treatment not covered by this contract. Soil samples shall be taken and analyzed at the Contractor’s expense by an approved testing laboratory from areas where plant health problems occur.

Recommendations of the testing laboratory shall also be submitted with a plan and price list for any special treatment not covered by this contract no later than 10 days after the start date of the contract. Plans and price lists shall be submitted to the CO or their designee.

Planting: The Contractor shall be responsible for all costs associated with the replacement of all planted materials that have been damaged as a direct result of the Contractor’s lack of oversight, neglect, or lack of proper care and maintenance. The Contractor shall use replacement plants that are native to the area to reduce the use of irrigation water

C.4.5 Mulching Contractor shall maintain and replace existing mulch as necessary. Replacement mulch shall be commercial grade shredded hardwood bark, or equivalent, including rubber. It shall be free of sticks, stones, clods, or other foreign materials. A sample of proposed mulch and chips shall be submitted to and approved by the CO or their designee prior to use. All areas to be mulched shall be raked, debris removed, edges reestablished, and any excessive mulch buildup worked into existing soil or removed, at the discretion of the CO or their designee, prior to mulch application.

For areas of landscaping that use a material other than mulch, such as xeriscape areas of landscaping, the Contractor shall maintain and replace this material as necessary to maintain an evenly distributed appearance. Replacement fill shall be free of sticks, or other foreign materials. A sample of the material

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C.4.6 Mowing and Edging Contractor shall mow and edge all turf areas at a frequency and method that ensures that all areas present an attractive appearance at all times. Mulching mowers shall be used; however, non-mulching mowers are permitted at some sites and shall be approved by the CO or their designee. Grass clippings shall be cleared from walkways and roadways and blown onto the grass. As appropriate, grass clippings shall be left in place, composted, or mulched as coordinated by the CO or their designee.

C.4.7 Leaf Removal The Contractor shall remove leaves, as necessary, to maintain a neat and clean appearance. Leaves should be composted as appropriate. Throughout the year, the Contractor shall remove minor accumulations due to isolated leaf drop and shall check all storm drain openings on the premises and remove any leaves or debris that have accumulated.

C.4.8 Overseeding, Dethatching and Plugging Overseed, dethatch, and plug as necessary to prevent bare areas and promote even growth of turf areas following common and local landscaping practices.

C.4.9 Fertilization All lawns, trees, and ground cover shall be fertilized consistent with common local landscaping practices.

Application by the Contractor shall employ the best practices to minimize chemical runoff. The fertilizer used shall be of a balanced type that supplies all the nutrients required for providing sustainable growth and development. The fertilizer application rate for the trees will be determined by tree type, girth, and height. Prior to application, the Contractor shall schedule time of application with the CO or their designee.

C.4.10 Flowerbeds and Plants Flowerbeds are to be free from weeds and debris. Replacement plants shall be supplied by the Contractor.

Plants supplied by the Contractor shall be approved by the CO or their designee and shall be arranged in an attractive and professional manner. Preference shall be given to the use of native perennials, with long bloom cycles and diverse flower colors, shapes, and sizes instead of annuals to provide and support habitats for pollinators, including honeybees, native bees, birds, bats, and butterflies. The Contractor shall use replacement plants that are native to the area to reduce the use of irrigation water.

C.4.11 Soil and Ground Covers Aeration: Soil shall be aerated (frequency is dependent on the type of soil and grass but no less than one aeration per year) by manual or mechanical methods of piercing the ground to provide an adequate air supply to the soil and promote sustained plant life.

Cultivation: Soil shall be cultivated to ensure the topsoil is loose for the purposes of gas exchange, water penetration, and soil aeration.

Groundcover: All areas shall be maintained to promote healthy and sustained growth. Ground cover must present a neat appearance.

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Replacement Soil: Contractor shall replace soil as needed as part of the contractor's erosion control plan.

C.4.12 Fence Lines Maintenance: Grass, native grasses, weeds, and other growths at fence lines including Land Ports of Entry, shall be controlled and not exceed 3 inches in height. Any chemical treatment used must be approved by the CO or their designee prior to use. Application of any chemicals must be accomplished by a Licensed Pest Control Operator. Application of chemicals shall be documented in a record logbook on the types of pesticides applied and date(s) of application.

C.4.13 Weeds All area sidewalks, parking lots, and roadways (excluding unimproved grounds) are to be free of weeds and unwanted growths.

C.4.14 Irrigation Initial Deficiency Walk-Through: The Contractor shall conduct a walk-through to inspect all irrigation systems (sprinklers, rain and freeze sensors, and drip systems) and submit a list of all damages to those systems to the CO or their designee. The list of damages shall be included in the Initial Deficiency List (IDL). The IDL for the irrigation system must be submitted at least 5 days prior to the start of work.

Irrigation systems with automatic controllers shall be adjusted, cleaned, and set for the most energy efficient watering periods. When watering lawns, the Contractor must make sure that the sprinklers and drip heads are clean and adjusted so that the water ejects evenly and covers all lawn areas and shrubs. The Contractor must ensure irrigated water does not spray on to paved areas or walkways and run-off into drains and sewers.

The Contractor shall be responsible for the maintenance and repairs of the landscape irrigation systems that are both above and below ground after the initial deficiency repairs have been completed. Repairs shall be performed by qualified personnel such as the Contractor or the Contractor’s subcontractor. All repairs shall be performed using industry practices.

The Contractor shall be responsible to notify the Government in the event of operational malfunctions, breakages, or failures to the irrigation system, which affects the Contractor's ability to provide proper irrigation to the building's landscaping. Failure to make timely notification to the CO or their designee shall result in the Contractor replacing damaged landscaping materials.

C.4.15 Watering Watering: All watering cycles shall be conducted at times that minimize inconvenience to the building occupants and visitors and maximize percolation. Watering shall be performed to minimize run-off into drains and sewers. Entrances and exits shall not be wet during the arrival and departure of occupants and visitors. Watering shall be accomplished using a drip, soaker hose, or another water-saving irrigation system device. The Contractor shall operate watering systems that use automatic timers coupled with rain/freeze sensors in an efficient manner that considers local weather and local mandates. During periods of water restrictions, watering guidelines by the local water district shall apply. The Contractor shall not be responsible for the replacement of landscaping materials that die as a result of a lack of proper access to water during these periods of water restrictions by municipalities.

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Hand Watering: When mechanical irrigation is not available or is malfunctioning, the Contractor shall use alternative hand watering methods, such as gator bags, or equivalents to ensure, promote, and maintain healthy growth. Watering shall be performed to minimize run-off into drains and sewers.

C.4.16 Integrated Pest Management Plan (IPM) The Contractor shall utilize the Integrated Pest Management Plan for controlling pests and diseases to ensure that the landscapes, trees, and shrubs are free of disease and pest infestation. The IPM is discussed in detail in Section C.6.

C.5 Reserved

C.6 Integrated Pest Management The Integrated Pest Management (IPM) Plan is a part of the standard services, which consists of a preventive maintenance process. The plan coordinates many different programs to reduce sources of pests on a long-term basis for both the interior and exterior areas of a building. The Pest Control requirement is specified in 7 U.S.C. § 136r-1. The IPM Contractor shall have a plan that employs practices and techniques, as they relate to grounds maintenance operations.

C.6.1 Preventive Pest Maintenance The IPM Contractor shall implement a preventive maintenance program that identifies and corrects conditions that contribute to pest infestation. Some of the most effective EXAMPLES, include but are not limited to:

⮚ Pressure washing sidewalks. The Contractor shall ensure that run-off into drains and sewers are minimized when using pressure washing devices.

⮚ Replacement of dense ground cover in landscapes with chronic rodent problems.

⮚ Employ techniques that may include, but are not limited to, keeping containers closed, removal of debris, etc.

C.6.2 Initial Pest Assessment A certified pesticide applicator or licensed IPM Contractor shall conduct a thorough, initial assessment of the exterior grounds and paved areas. Access to grounds shall be coordinated with the CO or their designee. The CO or their designee must inform the Contractor of any restrictions or areas requiring special scheduling. The purpose of the initial assessment is for the Contractor to identify areas or practices that may contribute to pest infestation.

Grounds areas that support pollinator nesting and foraging for honeybees, native bees, birds, bats, and butterflies shall be identified in the initial pest assessment as “pollinator sensitive zones”.

A written Integrated Pest Management report detailing the findings of the initial assessment shall be submitted to the CO or their designee within fifteen (15) calendar days of the start of the contract.

Throughout the life of this contract, the Contractor shall be responsible for notifying the CO or their designee in writing about any sanitary or procedural modifications deemed necessary to eliminate pest infestation.

https://www.law.cornell.edu/uscode/text/7/136r-1 https://www.law.cornell.edu/uscode/text/7/136r-1

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C.6.3 Recommendations for Pest Management and Control Application of chemical and non-chemical pesticides and trapping methods to address current pest infestations (pest populations) is not a part of this base contract. As required above, the Contractor shall submit an assessment of practices that may contribute to pest infestations (pest populations). The report shall also include recommendations for getting rid of current pest infestations. Eradication methods recommended shall include non-pesticide practices where possible (vacuum or trapping methods). Each control recommendation shall include a price which the Contractor would charge separately from this contract. Prices shall reflect service from personnel qualified to apply chemical and non-chemical pesticides. In the event that pesticide application or trapping methods are required on a regular basis, this contract may be modified to include those services. The GSA may choose to obtain these services from a separate vendor.

C.6.4 General The certified pesticide applicator or licensed IPM Contractor shall accomplish the monitoring, trapping, and pesticide application and pest removal components of the IPM.

C.6.5 Pests Included and Excluded The Contractor shall adequately suppress populations of rats, mice, cockroaches, ants, flies, and any other arthropod pests not specifically excluded in this exhibit. Specifically, this includes populations of these pests that are located on the exterior of the facilities and within the property boundaries of the facilities.

The following pests are excluded from the standard services however the Government may request remediation as an above standard reimbursable service:

⮚ Birds

⮚ Mosquitoes

⮚ Snakes

⮚ Vertebrates that are not commensal rodents

⮚ Bats

⮚ Termites

⮚ Bed Bugs

⮚ Other wood-destroying organisms

C.6.6 Initial Pest Assessment A certified pesticide applicator or licensed IPM Contractor shall conduct a thorough, initial assessment of the exterior grounds and paved areas. Access to the area shall be coordinated with the CO or their designee. The CO or their designee must inform the Contractor of any restrictions or areas requiring special scheduling. The purpose of the initial assessment is for the Contractor to identify areas or practices that may contribute to pest infestation.

Grounds areas that support pollinator nesting and foraging for honeybees, native bees, birds, bats, and butterflies shall be identified in the initial pest assessment as “pollinator sensitive zones”.

A written report detailing the findings of the initial assessment shall be submitted to the CO or their designee within 15 calendar days prior to the start of the contract. Throughout the life of this contract, the

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Contractor shall be responsible for notifying the CO or their designee in writing about any sanitary, structural, or procedural modifications deemed necessary to eliminate pest infestation.

C.6.7 Integrated Pest Management Plan Prior to initiation of services, the Contractor shall submit to the CO or their designee for approval a written Integrated Pest Management Plan within 15 calendar days following the initial assessment. The plan should include integrated methods, routine site inspections and maintenance, routine pest inspections, pest population monitoring, evaluation of the need for pest control and one or more pest control methods. The plan shall also include a specification of the circumstances under which an emergency application of pesticides can be applied, and a communications strategy directed to building occupants.

The Integrated Pest Management Plan shall consist of the following parts:

⮚ Proposed Materials and Equipment for Service including labels and Safety Data Sheets (SDS) for all pesticides to be used. A list of the brand names of trapping devices, pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest detection equipment, and any other pest control devices or equipment that may be used to provide service. The use of sustainable methods and applications is preferred whenever possible. A list of chemicals used and the purchase price for these chemicals.

⮚ Proposed Methods for Monitoring and Detection including describing those methods and procedures to be used for identifying sites of pest harborage and access and for making objective assessments of pest population levels throughout the term of the contract.

⮚ An inspection schedule for each site. Frequency of contract visits shall depend on the specific pest control needs of each area.

⮚ A description of any structural or operational changes that would facilitate the pest control effort.

⮚ A copy of the Commercial Pesticide Applicator Certificate or License for every Contractor representative who will be performing on-site service.

C.6.8 Pesticide Application The Contractor shall not apply any chemical or non-chemical pesticide products that have not been included in the Integrated Pest Management Plan or approved in writing by the CO or their designee. The Contractor shall employ the least hazardous materials, most precise application technique, and minimum quantity of pesticide necessary to achieve control. Pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency, States and/or local jurisdiction. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer’s label instructions and all applicable Federal, State, and local laws and regulations. All chemicals shall be in the original manufacturer’s containers and properly labeled.

Only qualified, trained, and certified personnel or licensed Contractors shall apply any chemicals.

Uncertified individuals working under the supervision of a certified pest applicator or licensed Contractor shall not be permitted to provide service under the terms of this contract. Chemicals shall be applied with extreme care to avoid hazard to any person or animal in the immediate or adjacent areas, or property damage.

The application of pesticides shall not be used in areas that promote and support habitats for pollinators, including honeybees, native bees, birds, bats, and butterflies.

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Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any area shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area. In no case shall extremely toxic materials be permitted. The Contractor shall not store any pesticide products on Government property. Any emergency applications of chemical pesticides must be approved by the CO or their designee prior to application.

C.6.9 Structural and Procedural Recommendations Structural modifications for pest control will be the responsibility of the Government. However, throughout the life of this contract, the Contractor shall be responsible for notifying the CO or their designee in writing about concerns with any structural, sanitary, or procedural modifications deemed necessary to eliminate food and water sources, harborage, or access routes that would allow building infestation by pests in and around the building.

C.6.10 Record Keeping The Contractor shall be responsible for maintaining a pest control logbook or electronic file for each building or site specified in this contract. These records will help with monitoring pest locations and actions taken to prevent or mitigate further infestations. The log shall include pesticide information on whether chemical and non-chemical methods were used to control pests. Where chemicals are applied the log shall specify the type, quantity, price, and circumstances for using pesticide(s). These records shall be kept on Government property and maintained by the Contractor.

Each logbook or electronic file shall contain at least the following items:

⮚ A copy of the Pesticide Control Plan. The plan shall provide labels and SDS for all chemical pesticides used and purchase price, brand names of all pest control devices and equipment used, and the Contractor's service schedule for the inspection and/or treatment of the building.

⮚ Completed copies of GSA Form 3638, Pest Control Work and Inspection Report, or an equivalent form such as another Contractor service report form that is approved by the CO or their designee.

The report form shall be used to advise the Contractor of routine service requests and to document the performance of all work. The Contractor shall also document on the GSA Form 3638 or equivalent all information on pesticide application that is required by statute in the jurisdiction where service is performed. Upon completion of a service visit to a building, the Contractor's representative performing the service shall complete, sign, and date the GSA Form 3638 or equivalent form.

C.6.11 Manner and Time to Conduct Service Routine pest control services that do not adversely affect tenant health or productivity shall be performed during the tenants’ normal working hours. The Contractor shall notify the CO or their designee, and the CO or their designee shall provide notice to occupants at least 72 hours before application of any pesticides during normal conditions and within 24 hours in emergency situations. An emergency is an exceptional circumstance that poses a clear (or at least perceived) health and safety risk or where operations are severely disrupted. When it is necessary to perform any work outside of the tenant’s normal working hours, the Contractor shall notify the CO or their designee at least one day in advance.

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C.6.12 Insect Control The Contractor shall provide the CO or their designee with signs, placards, literature, or other information so that the CO or their designee can inform building occupants of the nature of the pesticide application.

The information will include at a minimum a brief explanation regarding the reason for the pesticide application, the safety of the products being used, and contact information should the building occupants have questions.

Non-pesticide Products and Use: The Contractor shall use non-pesticide methods of control wherever possible. For example:

⮚ Portable vacuums with HEPA or MICRO filtration

⮚ Trapping devices

Chemical Pesticide Products and Use: When it is determined that chemical pesticides must be used in order to obtain adequate control, the Contractor shall employ the least hazardous material, most precise application technique, and minimum quantity of pesticide necessary to achieve control. The Contractor shall minimize the use of liquid pesticide applications wherever possible, for example:

⮚ Bait stations and other types of bait formulations rather than sprays.

⮚ As a general rule, liquid, aerosol, or dust formulations shall be applied only as crack and crevice treatment.

⮚ Application of pesticide liquids, aerosols, or dust to exposed surfaces and pesticide space sprays (including fog, mist, and ultra-low volume applications) shall be restricted to unique situations where no alternative measures are practical.

The Contractor shall obtain the approval of the CO or their designee prior to any application of pesticide liquids, aerosols, or dust to exposed surfaces, or any space spray treatments. Other than crack and crevice treatments, no liquid, aerosol, or dust applications shall be made while tenant personnel are present.

C.6.13 Rodent Control Trapping: Generally, rodent control shall be accomplished with trapping devices only. All such devices shall be concealed out of the general view and in protected areas so as not to be affected by routine grounds maintenance operations. Trap locations shall be identified, recorded and shared with the building manager. Traps shall be checked on a schedule approved by the CO or their designee. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses in an appropriate manner.

Glue traps are not permitted for use in Government facilities.

Use of Rodenticides: In extreme cases, when rodenticides are deemed essential for adequate rodent control inside buildings, the Contractor shall obtain approval from the CO or their designee prior to making any interior rodenticide treatment. All rodenticides, regardless of packaging, shall be placed either in locations not accessible to children, pets, wildlife, and domestic animals or in EPA-approved tamper-resistant bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible.

Use of Bait Boxes: All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following points:

⮚ All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations.

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⮚ The lids of all bait boxes shall be securely locked or fastened shut.

⮚ All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other immovable surface, so that the box cannot be picked up or moved.

⮚ Bait shall always be secured in the feeding chamber of the box and never placed in the runway or entryways of the box.

⮚ All bait boxes shall be labeled on the inside with the Contractor’s business name and address and dated by the Contractor’s technician at the time of installation and each servicing.

⮚ Bait boxes shall be checked on a schedule approved by the CO or their designee.

C.6.14 Safety and Health Work shall comply with the applicable requirements of 29 C.F.R. § 1910 and State and local safety and health requirements. Where there is a conflict between applicable regulations, the most stringent shall apply. The Contractor shall ensure subcontractors comply with the safety and health requirements included herein, and shall promptly report violations by such subcontractors, or as otherwise observed, to the CO or their designee, or security personnel.

C.7 RESERVED

C.8 CONTRACTOR PANDEMIC PLAN

The Contractor shall provide a Contractor Pandemic Plan. As required by the ‘National Strategy for Pandemic Influenza Preparedness’, the Government has prepared a plan that safeguards its employees and provides for continued operations in the event of an influenza pandemic. The Contractor shall prepare a plan to prevent and reduce the spread and mitigate the potential effects of an influenza pandemic on grounds maintenance services. Given the unpredictable length and severity of a pandemic, the Contractor’s plan shall link their planned actions to the periods and phases established by the World Health Organization for a pandemic cycle and to the guidance provided by CDC.

The Contractor shall submit the pandemic plan to the CO or their designee within thirty (30) calendar days of the start of the contract. During a declared pandemic the Government reserves the right to substitute disinfectant cleaners for non-disinfectant cleaners when required by the Centers for Disease Control and Prevention.

The contractor's pandemic plan shall include the following, at a minimum:

➢ Identify key Contractor personnel and their credentials for such an event

➢ Explain how Contractor staff will communicate with the Government

➢ Provide a contingency (backup personnel) to continue services if Contractor staff get sick and are unable to work

➢ Specify the type of PPE requirements for Contractor staff

Reference material can be found at the links below:

➢ For information on the phases of a pandemic cycle see http://www.who.int/csr/resources/publications/influenza/whocdscsredc991.pdf.

➢ For CDC guidance see https://www.cdc.gov/.

http://www.who.int/csr/resources/publications/influenza/whocdscsredc991.pdf http://www.who.int/csr/resources/publications/influenza/whocdscsredc991.pdf http://www.who.int/csr/resources/publications/influenza/whocdscsredc991.pdf https://www.cdc.gov/ https://www.cdc.gov/ https://www.cdc.gov/

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➢ See components of Pandemic Planning at https://www2.ed.gov/admins/lead/safety/emergencyplan/pandemic/planning-guide/basic.pdf.

➢ A template for developing a Pandemic Plan is located at https://www.fema.gov/media-library-data/1396880633531-35405f61d483668155492a7cccd1600b/Pandemic_Influenza_Template.pdf.

C.9 Reserved

C.10 Service Calls

Contractor shall provide adequate staff to respond to service calls during building(s) operating hours (Reference Exhibit J1) and during the Contractor’s regular grounds maintenance schedule. Historically, grounds maintenance service calls for this building(s) have been 2 hours per month. Contractors shall detail in their Quality Control Plan (QCP) how they will monitor and respond to service calls.

Service calls shall be monitored and satisfactorily responded to in a timely manner. The Contractor shall include a method of recording customer calls, the time to complete the service call, and the corrective action taken. These records shall be made available for review by the CO or their designee.

The O&M contractor is responsible for data input into the government furnished NCMMS system, including grounds maintenance related service calls. The Grounds Maintenance Contractor will work with the O&M contractor to track and respond to service requests from the time the request is received through to completion and closeout.

The Contractor shall provide a means to receive grounds maintenance related service requests twenty-four

(24) hours a day by means of telephone or email. The Contractor shall provide adequate staff to respond to service requests during normal building operating hours. Upon receiving a service request (either from the Customer Service Desk (CSD) or equivalent), the Contractor must document the following:

➢ Time the request was received

➢ Requesting person’s name and phone number

➢ Location of the service

➢ Time the service was completed

➢ Corrective action taken

➢ Reason for any deferred requests The Contractor shall report via email, at a minimum daily, to the Contracting Officer’s Representative (COR) and Customer Service Desk the status of all service requests received. The report shall include the time the call was received, the time the service was completed, and the corrective action taken. In addition to the monthly reporting requirement, these records shall be made available for review by the COR at any time.

The Contractor shall respond to all service call requests using building specific service call procedures. The Contractor shall respond to normal service calls during normal business hours within 1 hour, or sooner if possible, and shall remedy all service calls within 12 hours, unless granted written permission from the COR for an extension. If a service call is deemed an emergency, the Contractor shall respond within 5 minutes during normal working hours, and within 1 hour after hours.

At the close of each business day, the Contractor must report via email to the COR and CSD the status of all service requests received regardless of the method. In addition to the daily reporting requirement, these http://www.ed.gov/admins/lead/safety/emergencyplan/pandemic/planning-guide/basic.pdf http://www.ed.gov/admins/lead/safety/emergencyplan/pandemic/planning-guide/basic.pdf https://www2.ed.gov/admins/lead/safety/emergencyplan/pandemic/planning-guide/basic.pdf https://www.fema.gov/media-library-data/1396880633531-35405f61d483668155492a7cccd1600b/Pandemic_Influenza_Template.pdf https://www.fema.gov/media-library-data/1396880633531-35405f61d483668155492a7cccd1600b/Pandemic_Influenza_Template.pdf

[20] records must be made available for review by the COR at any time and must be kept for the duration of the contract. The C Contractor shall fully cooperate and work in conjunction with the CSD to ensure seamless and timely resolution of service requests.

For emergency service requests, the costs shall only be reimbursed to the Contractor if the request is outside of the building's operating hours and outside the Contractor’s regular grounds maintenance schedule. Service calls that the COR determines to be urgent shall be handled immediately.

The Contractor shall respond to all service call requests using building specific service call procedures.

Contractor shall detail in its quality control plan how it will monitor and respond to service calls.

At locations where the use of the Government's NCMMS system is not a viable option, the Contractor shall include a method of recording customer calls, the time to complete the service call, and the corrective action taken. These records shall be made available for review by the CO or their designee.

C.11 Communication

C.11.1 Communication Plan The Contractor shall prepare and provide to the CO or their designee a communication plan, detailing how the Contractor plans to provide ‘clear and effective’ communications with GSA using technology (two-way digital…